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Inside the Mind of a Technical Architect: Managing Projects, Teams, and Chaos
- Panshul Khurana
- 5 minutes ago
- 6 min read
As a Senior Developer at a web development agency, I was always intrigued by how technical team leaders managed the entire show. These were the folks who:
Took charge of the team from the front
Set expectations with the customer
Negotiated based on capacity, budget, and timelines
Led sprint planning and refinement calls
Designed the architecture
They seemed like superhumans — people with a special kind of superpower. And honestly, I wanted to be one of them. ASAP! That inner drive — the desire to lead a team someday — pushed me to start upskilling myself early on.
I began closely observing and adopting their work styles.
While most developers were focused solely on writing code, I made it a point to document things as well, and over time, my documentation skills sharpened.
From the early days of my development journey, I proactively stepped up to showcase features to customers. These presentations helped create visibility for me within the team and built trust with the customer. I ensured the demos were well-structured and gradually became better with each one.
I got certified wherever needed — but not just to tick boxes. I genuinely made sure I applied what I learned.
Eventually, I felt ready. Equipped with the right mindset and skills, I was promoted to the role of a Technical Leader.
That was about four years ago.
Since then, I’ve worked on various web development projects. Every project brought its own set of challenges — none of them were ever the same.
What remained constant were the feelings I went through during each phase of the project.
Let’s talk about them one by one...
The First Climb
This is where all the fun starts. The teams are decided. SOWs are signed. All that’s left now is the kickoff call and switching into full-throttle development mode.
This is when a bit of anxiety and nervousness kick in.
I can feel my heartbeat rising, and to top it all off, the self-doubt creeps in. I start questioning my skills in all kinds of ways:
Will I be able to do it? Can I keep up with the expectations of this role?
What if something goes wrong?
Who's going to own the migration? That’s the most complex piece IMO… oh wait, there’s this part too… and that... The list goes on and on.
I know I can’t let these thoughts take over. And that’s when I start shifting my focus to: how do I fix this?
To lead the team effectively, especially as a technical architect, I should first be able to first manage myself and take control of my emotions. Honestly, in the early years, controlling these thoughts was tough. But over time, I’ve slowly learned to bring my motivation back.
Here’s the approach that’s helped me over the years:
Self-Talk: I remind myself — yes, it’s going to be difficult as always, but we’ve done it before and we’ll do it again. I may not be able to solve everything, and that’s what working in a team means. I should remember to ask for help as and when needed.
Acceptance: There’s no turning back. The only way is forward. So why not go all in, wholeheartedly? This is my zone and I own it!
Planning & Preparation: IMO. This is the core of the starting phase. Every project comes with its unique challenges. So I ask myself — What does the team need to learn in this project? And what do I need to learn first? As a technical lead, in some areas, you need to stay one step ahead of the team. That’s how you navigate the unknowns and chart a route through the most complex parts of the project. And remember those superheroes I talked about in the intro? I never hesitate to reach out to them. The great thing about engineers is — give them a problem to solve, and they’ll jump right into solution mode. That’s the beauty of tech camaraderie.
In addition to the points mentioned, I also focus on revisiting the tools I use during the development phase of every project. It could be the documentation platform, code review system, screen recording tools, learnings from the previous projects, team lead guide(s) in the form of books, PDF, summarised points, etc.
There’s hardly any transition time between the starting phase and the development phase. Before you even realize it, you’re in full-throttle mode — development is in full swing. So, what unfolds during this phase?
Code in Motion (The Climb)
I underestimated the complexity… again.
No matter how smart or thorough I think I’ve been while estimating different pieces of a project, I almost always find myself facing a situation where something turns out to be far more complex than expected.
It’s not a new problem — it happens in almost every other project.
What matters is how we, as a team, respond to it.
Clear communication and well-thought-out reasoning can go a long way in mitigating the risks involved.
Estimates + Capacity Planning + Technical Implementations = A Chaotic Mind
There’s just so much to do — and sometimes, it gets overwhelming. There are technical blockers where your help is needed to unblock someone.
You’ve barely wrapped up the current sprint and started thinking about the next… and oh wait — don’t forget the future roadmap! Because yes, the fixed budget issue is always lurking around the corner.
Each team member is important, like a brick holding the entire structure together. While pushing forward, you also want to ensure that people are getting the space they need, some breathing room, and not burning themselves out.
And just then, the customer drops in with a message:
“The dev team seems to have missed one of the requirements in the last sprint. Can you please check? It’s kinda urgent!”
The “Change Requests”: If things weren’t already tight enough, here come the change requests. They’re not inherently bad, but in the middle of already complex timelines and stressed budgets, they can be terrifying. If you’ve ever worked on a delivery-focused project, you’ve faced this. Change requests affect everything — timelines, budgets, capacity planning, estimates… and most importantly, the emotional energy of the team. They trigger a chain reaction: more planning, more adjustments, more meetings, and a lot more context switching. And while we always try to accommodate what’s needed, it comes with its weight.
I know it’s chaotic. Been there. Felt that. Sometimes there’s no immediate solution to these problems, but we start reaching towards the solution when we think about the ‘next steps’ with the options at hand.
Problem Solving approach is needed at almost every step of the project. Additionally, amid all this chaos, prioritisation has always helped me clear the clutter and create a clear path for the team. The chaos continues in the testing & UAT phase and goes on until we reach the launch timeline.
The moment we’ve all been waiting for - We’ve made it. Finally!
Summit Moment (The Launch)
Despite all the twists, turns, last-minute curveballs, and never-ending refinements, we’re finally here. D-Day has arrived. And let me tell you, launch days are a different kind of thrill altogether. More exciting than the journey itself.
I’ve played different roles across multiple projects, but one feeling that remains constant across all of them is what I go through during the launch phase. It begins right from the pre-launch prep and builds up from there. That phase is filled with a blend of excitement, nervous energy, and relentless focus.
Here’s what it usually involves:
Going through the launch checklist like a hawk, ensuring nothing is missed.
Calling out possible risks and having concrete mitigation plans in place.
Creating a backup strategy — a rollback plan, in case things go sideways.
Remember: we’re not just launching code.
Assigning roles and responsibilities — everyone needs to know what they own.
Communicating the launch plan with all stakeholders and making space to answer last-minute questions or doubts.
And in the midst of all this?
There’s anxiety, stress, and a constant loop of checking and double-checking everything to make sure the team is covered from all directions.
And then finally comes the moment — the DNS switch.
All prayers, fingers crossed… and silently whispering to ourselves:
“Let it go smoothly, please.”
Introspection, retrospection & reflection
Every project brings its own set of lessons — some new, some recurring — all shaped by the nature of the project, the team, and the challenges along the way. While the list of learnings can be endless, here are the five core lessons I believe apply universally across all projects, regardless of their size or complexity:
It’s never a one-person show.
Be a step ahead, always.
Communication is everything.
Document. Document. Document.
And with that, I hope I’ve been able to express a slice of my journey as a technical team lead.
You go through it all — the excitement, the fear, the complex decisions, the late nights, the small wins, and the big lessons.
But in the end, it’s all worth it.
Because that’s what being an engineer is all about.